Utah Department of Administrative Services

Division of Archives & Records Service

North Davis Preparatory Academy (Utah)

28461--Personnel Records
28463--Purchasing records
27700--Accounts payable
28323--Admin Asst Office Payroll/Purchasing/School Records
28338--Payroll register
28339--Accounts receivable
27778--Student cumulative files
28144--Employee records

AGENCY: North Davis Preparatory Academy (Utah)

SERIES: 28461
TITLE: Personnel Records
DATES: 2004-
ARRANGEMENT: Alphabetical by employee's surname

DESCRIPTION: These are the personnel files for all certified district employees. They are used to document employment. The files include the employment applications, authorizations for hire forms, placement records, employee history card, copies of school transcripts, pay and leave history, work performance, in-service training completion certificates and credits, evaluation records, teaching certificates, previous teaching experience, contracts, lane change requests, and related correspondence. May also include fingerprints and verification of the criminal background check.

RETENTION

Retain 65 years after date of employment or 3 years after retirement or death

DISPOSITION

Destroy.

FORMAT MANAGEMENT

All Formats: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 62 years after date of employment or until 3 years after retirement or death and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 14, Item 1.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public


AGENCY: North Davis Preparatory Academy (Utah)

SERIES: 28463
TITLE: Purchasing records
DATES: 2009-
ARRANGEMENT: Chronological by purchase order number

DESCRIPTION: These are forms authorizing the order to purchase supplies or equipment by the school district. They contain the name of requesting agency, name of vendor, item, date ordered, delivery date, purchase order number, account charged, and authorizing signature.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after end of fiscal year and then transfer to State Records Center. Retain in State Records Center for 2 years after end of fiscal year and then destroy.

APPRAISAL

Fiscal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 7, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: North Davis Preparatory Academy (Utah)

SERIES: 27700
TITLE: Accounts payable
DATES: 2004-
ARRANGEMENT: Numerical by check number
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These records are used to pay school bills. They include copies of checks, invoices, purchase orders, and receiving reports. Correspondence with vendors and computer printouts may also be included.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Fiscal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 1.

This retention is based on (UCA 70A-2-725 (1998)), which specifies a four-year statute of limitations in contracts for sale.

PRIMARY DESIGNATION

Public


AGENCY: North Davis Preparatory Academy (Utah)

SERIES: 28323
TITLE: Admin Asst Office Payroll/Purchasing/School Records
DATES: 2011-
ARRANGEMENT: Chronological by year

DESCRIPTION: These are the Elementary Administrative Assistant records. They include office accounting, purchase order records, inventory records, packing slips and payroll records.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Fiscal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 19, Item 36.

PRIMARY DESIGNATION

Public. 63G-2-301 (2)


AGENCY: North Davis Preparatory Academy (Utah)

SERIES: 28338
TITLE: Payroll register
DATES: 2004-
ARRANGEMENT: Chronological

DESCRIPTION: This register is a numerical listing by check number and agency codes of all payroll checks issued by the county. It includes code, date, warrant number, name of employee, social security number, types and amounts of individual deductions, and may include hourly rate, and number of hours worked. Though this register is frequently used to reference specific payroll checks, it might be the only record of employee salaries and would then serve the same retirement purpose as the Employee earnings history files.

RETENTION

Retain 65 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 64 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 6, Item 18.

PRIMARY DESIGNATION

Private. 63G-2-302(1)(f)


AGENCY: North Davis Preparatory Academy (Utah)

SERIES: 28339
TITLE: Accounts receivable
DATES: 2004-
ARRANGEMENT: Chronological

DESCRIPTION: These are records of payments received by North Davis Preparatory from students and corporate donors. The records are used to document payment of school fees, extracurricular fees, and donations to travel abroad program. The records include total amount paid and name of payee.

RETENTION

Retain 7 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: North Davis Preparatory Academy (Utah)

SERIES: 27778
TITLE: Student cumulative files
DATES: 2004-
ARRANGEMENT: chronological, thereunder alphabetical
ANNUAL ACCUMULATION: 5.00 cubic feet.

DESCRIPTION: These student files contain information on students attending school in the district. They are used to document student's attendance. They contain the copies of achievement test scores, the official transcript, copies of report cards, health records, and immunization cards. They are also called Student cumulative cards.

RETENTION

Retain 15 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 12 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 17, Item 2.

PRIMARY DESIGNATION

Private


AGENCY: North Davis Preparatory Academy (Utah)

SERIES: 28144
TITLE: Employee records
DATES: 2005-
ARRANGEMENT: alphabetic

DESCRIPTION: These are the personnel files for all certified district employees. They are used to document employment. The files include the employment applications, authorizations for hire forms, placement records, employee history card, copies of school transcripts, pay and leave history, work performance, in-service training completion certificates and credits, evaluation records, teaching certificates, previous teaching experience, contracts, lane change requests, and related correspondence. May also include fingerprints and verification of the criminal background check.

RETENTION

Retain 65 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 62 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 14, Item 1.